Ugashik has no public water, sewer or electric services. All homes have individual wells. Most residents use a septic system; a sewage pumper is available. Electricity is provided by individual generators. There are no state operated schools located in the community.

RUBA Status & Activities This Qtr:

RUBA staff has contacted Tribal Manager Chester Schneider to offer assistance with payroll and office organization. Since Ugashik does not run or maintain any Utilities RUBA staff calls every two weeks to see if any assistance is needed.

RUBA Activities for the Coming Qtr:

RUBA staff will provide assistance to the village staff upon their request.

Scores:

Essential Indicators:

11 of
13

Sustainable Indicators:

15 of
16

Total Score:

26 of
29

Finances

Essential Indicators

Answer

Question

N/A

All revenues and expenses for the utility are listed in the utility budget.

N/A

The utility has adopted a balanced realistic budget.

No

Monthly financial reports are prepared and submitted to the policy making board.

N/A

The utility is current in paying all water/wastewater electric bills.

Yes

The utility has on hand a year's adequate fuel supply or it has a financial plan to purchase an adequate supply.

No

The utility is receiving revenues (user fees or other sources) sufficient to cover operating expenses.

RUBA staff is unable to comment, quarterly reports has not been received. Electricity is supplied to the community building by a generator. Each home owns a generator with a thousand gallon fuel tank and they generate their own electricity. Fuel is purchased by each resident making an order for the amount they need for their household. Currently, the community has four one-thousand gallon tanks for the community center. Any additional fuel is purchased from Pilot Point. The fuel is used to operate the generator for the washeteria and community building. The trash is handled individually by each resident, and there is no clear procedure of how the landfill is maintained.

Accounting Systems

Essential Indicators

Answer

Question

N/A

The utility has adopted a collection policy and actively follows it.

N/A

The utility bills customers on a regular basis.

N/A

An accounts receivable system is in place which tracks customers and reports past due accounts and amounts.

Yes

An accounts payable system is in place.

Yes

The payroll system correctly calculates payroll and keeps records.

Yes

A cash receipt system is in place that records incoming money and how it was spent.

Yes

The utility has a cash disbursement system that records how money was spent.

Sustainable Indicators

Answer

Question

Yes

A chart of accounts is used that identifies categories in a reasonable, usable manner.

Yes

Monthly bank reconciliations have been completed for all utility accounts.

Yes

The utility has a purchasing system that requires approval prior to purchase, and the approval process compares proposed purchases to budgeted amounts.

Accounting Systems Comments

Ugashik uses QuickBooks. A copy of the chart of accounts is on file. Since there are no water/wastewater utilities, there is no collection policy and there is no billing of any customers for any services. Each resident has their own well and uses individual generators for electricity. Each resident pays for their fuel directly from the vendor. The total costs of services for the community building are paid out of the general fund account. A system has been developed to assist in maintaining an accounting system for payroll, budgets, billings, and chart of accounts. A general ledger was provided of expenses and deposits and records incoming money and cash disbursement. Reconciliation of the general account is completed on a monthly basis. There is a purchasing system that requires approval prior to purchase, and the approval process compares proposed purchases to budgeted amounts. The finance office provided policy and procedures to document the purchasing system.

Tax Problems

Essential Indicators

Answer

Question

Yes

The utility has a system to accurately calculate, track, and report payroll tax liabilities.

Yes

The utility is current on filing tax reports.

Yes

The utility is current on making tax deposits.

N/A

If there are any past due tax liabilities or recorded tax liens, a lien release has been issued or a repayment agreement has been signed and repayments are current.

Tax Problems Comments

On 1/03/13 the IRS deemed Ugashik compliant. On 12/21/12 Alaska Department of Labor (DOL) reported compliance with Alaska ESC tax obligations for the quarter ending 9/30/12. Ugashik is not on the Tax Lien list.

Personnel System

Essential Indicators

Answer

Question

Yes

The utility has a posted workers compensation insurance policy in effect.

Sustainable Indicators

Answer

Question

No

The utility has adopted and uses a Personnel Policy, which has been reviewed by an attorney, AML or Commerce for topics and language.

Yes

The utility has adequate written job descriptions for all positions.

Yes

The utility has adopted and follows a written personnel evaluation process that ties the job description to the evaluation.

Yes

The utility has an adequate written hiring process.

Yes

The utility has personnel folders on every employee that contain at least: I-9, Job Application and Letter of Acceptance.

Yes

The utility has a probationary period for new hires that includes orientation, job training/oversight, and evaluations.

N/A

The utility provides training opportunities to staff as needed and available.

Personnel System Comments

Employer's Notice of Insurance with Chart is is current as 12/21/12. The personnel system encompasses all required documentation, i.e. I-9, job descriptions, and evaluations are developed and on file. There is a 90-day probation period for all employees.

Organizational Management

Essential Indicators

Answer

Question

N/A

The entity that owns the utility is known; the entity that will operate the utility is set.

N/A

The policy making body is active in policy making of the utility.

N/A

The policy making body enforces utility policy.

Yes

The utility has an adequately trained manager.

Yes

The utility has an adequately trained bookkeeper.

N/A

The utility has an adequately trained operator or operators.

N/A

The utility has adopted the necessary ordinances (or rules and regulations) necessary to give it the authority to operate.

Sustainable Indicators

Answer

Question

N/A

The utility has adopted an organizational chart that reflects the current structure.

Yes

The policy making body meets as required.

Yes

The utility complies with the open meeting act for all meetings.

Organizational Management Comments

The policy making body is making decisions concerning the village operations and written minutes are provided. The policy making body meets when necessary for business operations since a utility has yet to be established. Notice of meetings is posted on the village website and also it is posted at the community center in Ugashik. The website keeps those members at large informed of community operations.

Operation of Utility

Essential Indicators

Answer

Question

N/A

The utility operator(s) are actively working towards necessary certification.

N/A

The utility has a preventative maintenance plan developed for the existing sanitation facilities.

Sustainable Indicators

Answer

Question

N/A

The manager receives a monthly O&M report from the utility operator and routinely "spot checks" the facilities to see that the maintenance items are being completed.

N/A

The utility has a safety manual and holds safety meetings.

N/A

Utility facilities have not suffered any major problems/outages due to management issues that are unresolved.

N/A

The utility is operating at the level of service that was proposed.

N/A

The operator provides status reports to the manager on a routine basis.

N/A

The utility has completed and distributed its "Consumer Confidence Report".

Yes

The utility is not on the "Significant Non-Complier" (SNC) list.

N/A

The utility maintains an inventory control list.

N/A

The utility maintains a critical spare parts list.

Operation of Utility Comments

There is no utility service in Ugashik. The EPA Tribal Coordinator collects funds at the washeteria but does not monitor maintenance. If there are any problems, they are noted and reported to the manager. The utility is not required to have a certified operator(s). The utility is not listed on the Significant Non-Compliance (SNC) list and does not meet the requirements to be considered for the SNC List. Since there is no utility it is not necessary to maintain an inventory of spare parts.